There shall be a constituent association of students of Balliol College of Oxford University, referred to henceforth as Balliol JCR.
1.2
The objectives of the JCR shall include: (i) the provision of a common room and other facilities and services for members; (ii) the representation of members on any matter to any body; (iii) advancing charitable objectives supported by members.
1.3
No elected or appointed representative of the JCR shall make comments in her/his representative capacity which the JCR considers to be adversely discriminating in respect of race, sex, sexuality, disability, nationality or religious orientation.
2.
MEMBERSHIP
2.1
The full members of the JCR shall be all members of college who are (i) in statu pupillari; (ii) in residence; and (iii) not opted out under clause 2.4.
2.2
Honorary membership of the JCR may be granted in accordance with Standing Orders. Honorary members shall have no voting rights and no obligations to the JCR.
2.3
The JCR shall be subscribed to by all its full members.
2.4
Opting out
2.4.1
It is possible to opt out of the JCR by writing to the President of the JCR at any time from Sunday of the first week of Michaelmas Full Term to Saturday of the fourth week of Michaelmas full term inclusive.
2.4.2
This right of opt-out shall be brought to the attention of all members of the JCR before Sunday of the first week of Michaelmas Full Term each year.
2.4.3
Opting out shall always mean losing (i) the right to attend, speak or vote at JCR meetings; (ii) the right to stand or vote in JCR elections; (iii) the obligation to pay JCR compulsory levies of a political or charitable nature.
2.4.4
All JCR-provided services shall still be open to a member who has opted out under 2.4.3, and levies connected with the running of the JCR shall still be charged to her/him.
2.4.5
Opting out may mean the opting out of compulsory levies, but in addition to the losses specified in 2.4.3, a student in this position shall be denied (i) service at the JCR pantry; (ii) service at the Lindsay Bar; (iii) use of the washing machines.
2.4.6
Any student wishing to opt out of the JCR must specify whether s/he wishes to do so under clause 2.4.3 or 2.4.5.
2.4.7
Any student who, having opted out of the JCR, wishes to resume membership may do so by writing to the President of the JCR at any time during the full terms of the academic year.
2.4.8
Any student who feels that s/he has been dealt with unfairly during the opt-out procedure may address complaints in the first instance to the President of the JCR (or to the Vice-President if the President is the subject of the complaint).
2.4.9
If, following a complaint made under 2.4.7, the student concerned is dissatisfied with her/his treatment, s/he may address a further complaint to the College Dean, who will investigate further.
3.
GENERAL MEETINGS
3.1
Any resolution of a General Meeting of the JCR which is consistent with this Constitution shall be binding on the Committee and on the JCR members in respect of their membership of the JCR and the use of JCR facilities.
3.2
There shall be at least two ordinary general meetings (OGMs) in every full term, on dates determined by the JCR Committee, providing one shall be held in weeks 1–3 and one in weeks 5–8.
3.3
The JCR Committee may call Extraordinary General Meetings (EGMs) at other times to discuss emergency matters.
3.4
The JCR Committee must call an EGM within three days if it receives a suitable motion signed by twenty JCR members.
3.5
Any member shall, subject to Standing Orders, have the right to speak or vote on any motion or amendment.
3.6
The quorum for all General meetings shall be thirty-five full members.
3.7
General meetings shall be governed by the procedure laid down in Standing Orders.
4.
JCR COMMITTEE
4.1
The JCR shall be governed in accordance with this Constitution by a Committee of its members to be elected as provided in section 6.
4.2
The members of the JCR Committee shall be: The President of the JCR (and any JCR President-elect) The Vice-President The Treasurer The Secretary The Academic Affairs and Careers Officer The Admissions Officer The Affiliations Officer The Charities and RAG Officer Ms/Mr D&M (Design and Maintenance) The Entz Officer The Environment and Ethical Investment Officer The Ethnic Minorities & Overseas Officer Ms/Mr Foody John de Balliol The LGBT Officer Lord/Lady Lindsay The Students with Disabilities Officer Dr WHO (Welfare and Housing Officer) The Women’s Officer The Website and Computer Officer A representative of the MCR elected by MCR members.
4.3
The President shall convene the Committee and shall co-ordinate the activities of the JCR. S/he shall be primarily responsible for representation of the JCR to the SCR and other bodies as the Committee shall decide.
4.4
The Vice-President shall deputise for the President in her/his absence or at her/his request. S/he shall also be responsible to the Committee for the smooth running of Freshers’ Week.
4.5
The Treasurer shall be responsible to the Committee for the preparation and presentation of an annual budget and accounts and the day-to-day maintenance of the JCR accounts and the provision, supervision and welfare of the accounts clerk.
4.6
The Secretary shall be responsible to the Committee for taking minutes of General and Committee meetings and for publicising GMs, as well as the upkeep of the JCR Office.
4.7
The Academic Affairs and Careers Officer shall be responsible to the Committee for the representation of the JCR on the OUSU Academic Affairs Committee and Balliol Full Academic Committee and for providing all members of the JCR with assistance and information on Academic Affairs and Careers in general. S/he will also administer any JCR Bookshop and Alternative Careers Library. S/he will lobby for JCR representation on the College Tutorial Board and manage any internet related aspects of careers.
4.8
The Admissions Officer shall be responsible to the Committee for overseeing the JCR’s Target Schools scheme, and for related matters concerning admissions to College. S/he will also liase with University-wide bodies including OUSU Target Schools, the Oxford Access Scheme and the OUSU V-P Access/Academic Affairs.
4.9
The Charities and RAG Officer shall be responsible for dealing with the JCR charities account, ensuring that at least one motion is brought to a GM each term giving money from that account to charity. S/he shall also liase with the university RAG reps to expand and coordinate Balliol JCR’s involvement in RAG week.
4.10
Ms/Mr Design and Maintenance shall be responsible to the Committee for the upkeep of the JCR-administered fittings and furniture and the Sullivan Room.
4.11
The Students with Disabilities Officer shall be responsible to the Committee for providing disabled members of the JCR with specific assistance and information beyond Dr WHO's responsibilities and for the representation of the interests of all disabled members of the JCR. S/he shall raise awareness of mental health issues and work to encourage disabled students to apply to Balliol.
4.12
The Entz Officer shall be responsible to the Committee for JCR entertainment events in College.
4.13
The Environment and Ethical Investment Officer will be responsible for recycling in college, and for lobbying college about environmental and ethical investment issues.
4.14
The Ethnic Minorities & Overseas Officer shall be responsible to the Committee for the representation of the interests of Balliol's ethnic minority and overseas students. S/he will liase with the admissions officer and the Oxford Access Scheme in order to raise the profile of Balliol among ethnic minority applicants. S/he will also attend OUSU anti-racism group and ensure that a delegate is sent to NUS Black Students conference. They shall also be responsible to the Committee for providing overseas members of the JCR with specific assistance and information beyond Dr WHO’s responsibilities.
4.15
Ms/Mr Foody shall be responsible to the Committee for the provision, supervision and welfare of the Pantry Staff and the efficient day-to-day running of the Pantry services, and for the representation of JCR members on matters concerning food. S/he will be responsible for liasing with the college catering department and co-ordinating the recruitment of student workers in hall.
4.16
John de Balliol shall be responsible to the Committee for the production and distribution of ‘John de Balliol’, the JCR bogsheet.
4.17
The LGBT Officer shall be responsible to the Committee for providing JCR members with information and advice on gay and transexual issues, and helping homosexual, bisexual, transexual and heterosexual JCR members with problems of sexuality. S/he will also liase with University-wide LGBT bodies, such as the OUSU Queer Rights Committee.
4.18
Lady/Lord Lindsay shall be responsible to the Committee for the utilisation and finances of the Lindsay Bar, and shall give the Ball Committee any assistance that they require with alcohol sales at the event.
4.19
[removed HT06]
4.20
The Affiliations Officer shall be responsible to the Committee for the representation of the JCR to OUSU, the NUS and the management of OUSU–JCR and NUS-JCR relations, and shall inform JCR members of the agenda for OUSU Council. The Affiliations Officer shall also, in the event of Balliol deciding to disaffiliate, or to remain disaffiliated, to either OUSU or the NUS, allow no more than 12 months to elapse before they call a binding referendum on Balliol's continuing disaffiliation with either of these bodies alongside the committee elections in Michaelmas Term.
4.21
[removed TT07]
4.22
Dr WHO shall be responsible to the Committee for providing JCR members with information and assistance on matters relating to student welfare and accommodation. She/he shall also raise awareness of topical welfare issues and lobby College for antidiscriminatory policies.
4.23
The Women’s Officer shall be responsible to the Committee for the representation of the interests of all women members of the JCR. She shall also attend the OUSU Women’s Committee and liase with the OUSU V-P Women. In documents of Balliol JCR, including this constitution, “women” shall refer to all those who self-define as women.
4.24
The Committee are collectively responsible for fulfilling the aims of the JCR.
4.25
Duties arising may be assigned by the Committee to a member of the Committee.
4.26
If any position is left unavoidably unfilled, or in the event of temporary absence of a Committee member, the relevant portfolio shall be assigned to another Committee member, or remain the responsibility of the JCR President.
4.27
The Committee may create and appoint to specific limited posts or ad hoc committees as it sees fit, subject to confirmation at the next OGM.
4.28
No other JCR body shall overrule the Committee on a question of finance, except with a GM mandate.
4.29
There shall be at least four Committee meetings each term.
4.30
Committee meetings may be called by the President or at the request of any three Committee members.
4.31
Minutes of every Committee meeting shall be taken. In camera discussions are subject to majority approval and may only take place where the welfare or behaviour of a specific JCR member is being discussed.
4.32
The quorum for Committee meetings shall be eight members including either the President, Vice-President or Treasurer.
4.33
Censure
4.33.1
A Committee member or holder of other JCR elected or appointed position may only be removed from office if a motion of no confidence is passed at a GM.
4.33.2
The Committee may temporarily remove one of its members from office until a motion of no confidence may be put at the next GM.
4.33.3
Five days’ notice of a no confidence motion must be given.
4.33.4
A no confidence motion requires a two-thirds majority to pass, unless the JCR Committee announces in advance that it is in support of the motion.
4.33.5
A no confidence motion against a Committee member passing without the support of the JCR Committee will trigger the resignation of the whole Committee.
4.33.6
Individual vacancies created by this procedure shall be filled as in clause 6.9. In the event that the entire Committee resigns more than eight weeks before the end of their term of office, a temporary President shall be appointed by the OGM at which they resign and she/he shall co-opt such Committee members as she/he deems necessary until elections can be held under clause 6.9 below. Should the Committee resign less than eight weeks before the end of their term of office, a temporary President and Committee shall be appointed in the same way and shall serve until the 6th week of full term, when the President-Elect and her/his Committee shall take office.
4.33.7
A motion of no confidence must specify allegations, and relate specifically to the breaking of a GM mandate (including this constitution).
4.34
The Website and Computer Officer shall be responsible for the maintenance and improvement of the JCR website and mailing lists and all other computing aspects of the JCR. He / She shall liaise with the College computing authorities.
5.
OTHER JCR ACTIVITY
5.1
JCR Representation to Other Bodies
5.1.1
OUSU Council shall be attended by the Affiliations Officer, JCR President or Vice-President, and another member of the committee chosen on a rotating basis by the chair of the last committee meeting before the relevant OUSU Council.
5.1.2
Balliol’s Sports Committee shall be attended by the Amalgamated Sports Representative, the JCR President and one other. They shall be responsible to the JCR for overseeing its activity.
5.1.3
College Committees not mentioned elsewhere, including Buildings Committee, shall be attended by either the JCR President or Vice-President.
5.1.4
Balliol College Full Academic Committee shall be attended by the Academic Affairs and Careers Officer, JCR President, and other JCR members as decided by the Committee.
5.1.5
Balliol College Library Committee shall be attended by the Academic Affairs and Careers Officer.
5.1.6
Balliol College Health and Safety at Work Committee shall be attended by two members of the JCR Health and Safety Subcommittee.
5.1.7
Balliol College Executive Committee shall be attended by the JCR President, Vice-President and Treasurer.
5.1.8
Wilson-Wilson Committee shall be attended by the JCR Academic Affairs and Careers Officer.
5.1.9
JCR mandates are binding on the JCR’s representatives.
5.2
The procedure of JCR subcommittees shall be governed by Standing Orders.
5.3
Matters concerning non-Committee JCR posts shall be governed by Standing Orders.
5.4
Societies
5.4.1
Any body of members within the College refused battelling rights by the College may apply to the JCR for such rights, which may be granted or withdrawn at the discretion of the Committee.
5.4.2
Clubs and societies of JCR members shall be corporately responsible for damage done by them to JCR property.
5.5
No member of the JCR shall be denied access to any JCR facility provided for the JCR as a whole except on one day during the first four weeks of Trinity Term, the date of which is to be decided by the Ball Committee and which must be passed by a two-thirds majority at GM. On this one day and the preceding afternoon, entrance to the Norway Room, Television Room, Lindsay Bar and pool room shall be by ticket only.
6.
ELECTIONS
6.1
All full JCR members shall have the right to vote in all JCR elections, excepting those for Women’s Officer, in which only Women may vote.
6.2
Rights to Stand
6.2.1
Subject to the restrictions in this clause, all full JCR members shall have the right to stand for any post.
6.2.2
Only women members of the JCR may stand for the post of Women’s Officer.
6.2.3
[Removed TT07]
6.2.4
Dual nominations will be accepted for all posts except President, Vice-President, Treasurer, Secretary, Environment and Ethical Investment Officer and Lord Lindsay. Nominations of more than than two candidates standing jointly will not be allowed for any positions.
6.2.5
No-one may stand for two Committee posts at the same election, or stand for a Committee post to be held concurrently with a Committee post already held.
6.3
Timing of Elections
6.3.1
Elections for Committee posts shall, unless stated elsewhere in this constitution, take place on the 6th Saturday of Michaelmas Full Term.
6.4.1
Those elected to JCR posts on the 6th Saturday of Michaelmas Full Term shall take office on the 8th Saturday of Michaelmas Full term subject to the exceptions in this clause.
6.4.2
In the case of the Admissions Officer there shall be a handover period starting on the 8th Saturday of Michaelmas Full term and ending on the last day of the interview period during which time the Admissions Officer and the Admissions Officer-Elect shall work together to aid College in the smooth running of the interview process.
6.4.3
In the case of Dr. WHO there shall be a handover period starting on the 7th Monday of Michaelmas full term and ending on the 8th Saturday of Michaelmas Full term during which time Dr. WHO and Dr. WHO-Elect shall work together to provide the necessary information and resources for students wishing to live out the following year. During the handover period both Dr. WHO and Dr. WHO-Elect shall be subject to the duties and obligations placed on members of the JCR Committee.
6.5.1
[removed HT06]
6.5.2
[removed HT06]
6.6
Elections for non-Committee JCR posts shall have their timing governed by Standing Orders.
6.7
Vacancies Arising
6.7.1
Any candidate in a JCR election who is unable to complete her/his term in office due to absence from college as a consequence of her/his academic course shall state this in an addendum to her/his manifesto.
6.7.2
A replacement for any Committee member who is to leave college at the end of Trinity term as a normal consequence of her/his academic course shall be elected in 4th Week of Trinity Term and take office by arrangement with her/his predecessor. Such a replacement shall remain in office until the next normally scheduled election for the post.
6.8
Unfilled vacancies shall in the first instance be filled by co-option. Co-option shall be the responsibility of Committee members-elect if vacancies are unfilled in the election of 6th week Michaelmas.
6.9.1
In the event of any JCR elected post becoming vacant more than eight weeks before the end of the holder’s term of office, there being no officer-elect, an election shall be held on the first possible Saturday in full term excluding Saturday of 6th Week, provided that due time for notice of the election has been allowed within that term. Anyone elected as above shall hold office until such time as her/his predecessor would have retired under these rules.
6.9.2
In the event of any JCR elected post falling vacant less than eight weeks before the time when the holder would have retired under these rules (excepting the provisions of clause 6.7), a JCR member shall be appointed to the position by the JCR Committee subject to the following provisions: (i) if the vacant position is that of JCR President, Treasurer or Lord Lindsay the vacancy shall be filled by a Committee member (as elected by the JCR Committee); (ii) if the vacant position is that of a subcommittee chair then that role shall be filled on an acting basis by a member of that committee (and elected by the relevant committee).
6.9.3
Temporary vacancies while waiting for new elections shall be dealt with according to Clause 4.25.
6.10
Supervision of elections
6.10.1
As soon as notice of an election is given, the President shall appoint a Returning Officer, who shall be a Fellow of the College. In the case of election to the post of President or Treasurer, the Dean is automatically the Returning Officer; the said Fellow is Deputy Returning Officer and shall have the power to act on the Dean’s behalf. In the remainder of this section “Returning Officer” denotes the said Fellow unless otherwise indicated.
6.10.2
Within the provisions of the JCR Constitution and Standing Orders, of which the Returning Officer shall be made aware upon appointment, the Returning Officer has overall responsibility for ensuring the free and fair conduct of JCR elections.
6.10.3
The Returning Officer, besides having overall jurisdiction, shall have powers to alter the timetable of the election in any respect; to disqualify any candidate either before the start of polling or after the end of polling; and to cancel or annul the election for any office or offices and order a new election or elections.
6.10.4
The Returning Officer in person shall supervise any opening of the ballot boxes and counting of the votes.
6.10.5
Appeals may be made against decisions of the Returning Officer to the Dean, or, if the Dean is the Returning Officer, to the Master. Appeals following disqualifications may only be made with written permission from the disqualified candidate. In the case of appeal against disqualification before the poll, the Returning Officer may reinstate the candidate if she/he deems that insufficient time remains for full investigation before polling starts.
6.11
Elections shall otherwise occur as laid down in Standing Orders.
7.
CONSTITUTION AND STANDING ORDERS
7.1
A copy of the JCR Constitution and Standing Orders shall be permanently displayed in the JCR.
7.2
The constitution may only be amended by GM subject to the following provisions: (i) any constitutional amendment must be passed at two consecutive GMs, separated by at least 6 days; (ii) at its second reading a constitutional amendment requires a two-thirds majority to pass; (iii) a petition of 40 signatures received within three days of the passing of a constitutional amendment shall trigger a binding referendum on that subject; (iv) the passing at the second meeting of an amendment to a Constitutional Amendment already tabled shall be regarded as the first tabling of a new Constitutional Amendment; (v) the passing at the second meeting of a new Constitutional Amendment by a majority of less than two thirds shall be deemed to be a successful first passing; (vi) any amendment to the Constitution passed by a GM shall be submitted to College Executive Committee at its next meeting after the date of the GM which passed the amendment.
7.3
Once every five years, this Constitution shall be presented to the College Executive meeting of 0th Week Michaelmas Term for approval, the date for the first such presentation being 0th Week Michaelmas Term 2002.
7.4
Should any question arise over the interpretation of a GM mandate, including the Constitution and Standing Orders, the JCR president shall issue a binding interpretation, to be issued to all members and recorded.
7.5
Standing Orders may be modified or created by GM. All such motions shall require a two-thirds majority. Standing Orders shall not conflict with the express provisions of this constitution.
7.6
Standing Policy
7.6.1
A file of standing policy shall be maintained by the Secretary and on display on the JCR notice board at all times.
7.6.2
Standing policy shall be binding on JCR representatives.
7.6.3
Standing Policy shall be renewed or lapse according to procedures governed by Standing Orders.
7.6.4
In the event of conflicting policy arising, the most recent policy shall supersede previous policy.
7.6.5
JCR Heroes and Villains may be created, and a record of these will be kept with Standing Policy.
7.7
No GM mandate shall conflict with the express provisions of this constitution, save by amending this constitution as laid down in this section.
8.
FINANCE EXECUTIVE
8.1
There shall be a Finance Executive to oversee the finances of the JCR and the provision of services.
8.2
The Finance Executive shall consist of the President, the Vice-President, the Treasurer, Lord / Lady Lindsay and Ms./Mr. Foody.
8.3
The executive shall meet four times each term at times to be determined by the President.
8.4
The Treasurer, Lord/Lady Lindsay, Mr/Ms Foody and either the President or Vice President must be present at all meetings.
8.5
The executive shall be responsible for staffing issues in the JCR.
8.6
The executive shall not have the power to pass any money which would ordinarily require the consent of the JCR Committee or a General Meeting.
8.7
The Treasurer shall continue to have discretion over day-to-day expenditure as specified in point 8.5.1 of Standing Orders
8.8
The Treasurer shall give a report on the performance of Entz to each meeting of the executive.
8.9
Lord Lindsay shall give a report on the performance of the Lindsay Bar to each meeting of the executive.
8.10
Ms./Mr. Foody shall give a report on the performance of Pantry to each meeting of the executive
8.11
Meetings of the executive shall be minuted by a member of the executive. The minutes shall be published.
8.12
The treasurer shall give a report on each meeting of the executive to the next General Meeting.
8.13
Should a matter of urgent importance arise a meeting of the executive may be called without notice.
8.14
If an urgent matter arises out of term time the Treasurer may act on behalf of the executive having taken reasonable steps to contact the other members. Any decisions taken in this manner must be reported to the first GM of the following term.
